Operations Assistant (Economi and Prog)

Job Summary:

To perform full range of secretarial duties for the assigned supervisors, including organizing and maintaining records, contact with the government ministries/agencies, preparing correspondence and reports, assistance to visiting ADB missions and other appropriate functions as required; thereby coordinates administrative activities for the Resident Mission (RM).

Duties & Responsibilities:

Mail/Written Communication/Follow-up
Ensures that all correspondence and documents for supervisors are properly typed, prepared, submitted on time and in compliance with ADB’s standards.

Ensures all the incoming mails are logged, properly distributed and brought to the attention of concerned staff, and that outgoing mails/faxes are delivered on time.

Oral Communications/Internal and External Contacts
Provides efficient reception services by screening incoming telephone calls, taking accurate messages, dealing with queries from internal/external calls to ensure they are referred in a timely manner to the concerned staff, and assists visitors at AFRM office.

Assist the external relations focal point in preparation and dissemination of relevant material and publications to the external stakeholders, arranging relevant events and meetings, and coordinating with the Department of External Relations,

Calendar/Travel
Ensures the effective coordination of supervisors’ schedules by maintaining their diaries and arranging appointments, meetings, travel and accommodation as specified by supervisors in accordance with ADB procedures.

Office Administration
Arranges meetings/appointments for Country Programming Mission (CPM) and other relevant missions with Government of Afghanistan, executing agencies, donors and other stakeholders. Prepares CPM and other relevant schedules.

Assists in the preparation of meeting schedules, Aide Memoirs, background papers, back-to-office reports (BTORs), draft Country Strategy Program Updates and other reports pertaining to sector group.

Assists in the collection of data and preparation of tables and charts for reports, including on economic, political and social issues.

Preparation of Mission Authorization Requests (MARs) and Mission Authorization Business Travel Requests (MA-BTRs), and Request for Reimbursement of Business Travel (RRBT) for Afghanistan Resident Mission (AFRM) staff.

Arranges required logistic facilities, including for relevant Government officials, such as transportation, accommodation, workshops, seminars, visas, shipments, custom clearances, etc and follows up on their accurate reporting and liquidation

Properly maintain project/sector related documents as per the office filing systems and records for easy retrieval.

Relieves other Administrative Assistants when they are absent, as required.

Others
Performs any other duties as may be required, such as retrieving files/documents for preparation of reports, assisting ADB visiting missions, and other routine office administrative functions.

Job Requirement:

Bachelor's degree or equivalent.

Job Location: